Choosing the right Travel Management Company (TMC) can significantly impact the effectiveness and efficiency of your corporate travel program.
Whether you’re new to using a TMC or considering a switch, finding the right fit goes beyond just costs or convenience.
It’s about choosing a company that aligns with your unique travel needs, supports your travelers seamlessly and ensures optimized spending and safety.
Try Our Elite Travel Management Service Fee Free For 3 Months
10 Questions To Ask Your Travel Management Company
1. What Specific Services Do You Offer for Corporate Travel?
A comprehensive suite of services can simplify the entire travel process for your employees and administrators. Here’s what you should consider asking about the TMC’s services:
- Booking Services: Does the TMC provide booking for flights, hotels, ground transportation and other essentials?
- Expense Management: An efficient TMC should integrate tools to manage travel expenses, track spending in real time and generate insightful reports.
- Compliance Management: A TMC should be equipped to enforce and monitor policy compliance, preventing unapproved bookings or overspending.
- Traveler Support: Many TMCs offer 24/7 customer support, which is invaluable for handling emergencies or last-minute changes. This feature can give you peace of mind knowing your travelers have help any time of the day or night.
A TMC that customizes these services to your organization’s needs will streamline your corporate travel program more effectively than a one-size-fits-all approach.
2. How Do You Ensure the Best Rates and Value for Our Travel Spend?
Negotiating favorable rates is a key advantage that TMCs can offer, making it crucial to ask how they achieve this. Here’s what to consider:
- Supplier Relationships: Does the TMC have established partnerships with airlines, hotels and other travel providers? These connections often enable better discounts and benefits.
- Rate Monitoring: Some TMCs use advanced tools that constantly track price changes, so if a better rate becomes available, they can rebook to secure savings.
- Volume-Based Discounts: Ask if the TMC has volume discounts that your company can benefit from, either through pooled bookings across clients or based on your specific travel volume.
An experienced TMC should also proactively look for ways to reduce unnecessary expenses, ensuring you get value from every dollar spent.
3. What Does Your Customer Support Look Like, Especially for After-Hours Emergencies?
Corporate travel doesn’t adhere to a 9-to-5 schedule and neither should your TMC’s support. Inquiring about their support structure can make a big difference when emergencies arise
- 24/7 Availability: Make sure the TMC has around-the-clock support, as unexpected situations can occur at any time
- Response Time: Some Ask about their average response times during peak hours and for after-hours issues. Swift support can prevent delays and frustrations.
- Multiple Contact Methods: Reliable TMCs offer various ways to reach support—via phone, email, chat or even through a mobile app. Multiple channels provide flexibility and faster problem-solving.
High-quality support can be a lifeline for travelers, especially when facing delays, cancellations, or other disruptions in foreign locations. Our team at Inspired Corporate Travel is dedicated to providing round-the-clock support, ensuring that if a travel issue arises, your team can count on us for fast and effective assistance, day or night.
4. How User-Friendly is Your Booking Process?
A simple and effective booking process is essential to maintaining productivity. Here’s what to consider when evaluating the TMC’s offering:
- Ease of Use: A complicated platform can lead to wasted time, errors and even frustration among employees. Can you simply pick up the phone or fire off an email and have everything managed for you?Â
- Mobile Access: Is it easy to view itineraries on the go? Will you receive push notifications for any delays or cancellations?Â
- Policy Integration: How exactly will your travel policy be integrated into the booking process? Will agents be responsible for upholding the company policy?Â
- Booking Flexibility: Can bookings be made over the phone, through email or directly through an app?
At Inspired Corporate Travel, we take responsibility away from the traveler, offering direct support from experienced agents who present options that are in-line with the traveler’s needs as well as the outlined policies.
With TripCase, travelers can effortlessly manage their itineraries, keeping every trip detail at their fingertips. This helps your travelers stay focused on the goals of your business trip, improving operational efficiency.
5. What Kind of Reporting and Analytics Do You Provide?
Insightful data can enhance decision-making and help optimize your travel program. TMCs should be able to provide detailed reporting and analytics:
- Types of Reports: Different reports may track spending, compliance rates and traveler activity. Confirm that the TMC offers the specific reports you need.
- Customization: Can reports be customized to suit your organization’s unique KPIs? Do you need reports broken down into different job codes? Or sorted by different Departments? .
- Frequency of Reporting: Ask if you can access real-time data or if reports are only available on a set schedule. Real-time access enables faster adjustments to travel policies and budgets.
- Insights and Recommendations: A proactive TMC will offer insights based on data, highlighting potential savings and identifying trends to help optimize your travel program.
Â
Clear, accessible data makes it easier to manage budgets and understand how well the travel program aligns with business goals.
6. How Do You Handle Changes and Cancellations?
Corporate travel often involves last-minute changes, so it’s crucial to understand how a TMC handles these situations. Here’s what to look for:
- Flexibility for Changes: Find out if the TMC can swiftly adapt to booking changes, which is especially important for executives and frequent travelers. How do they facilitate this? Through 24/7 Support?Â
- Cancellation Policies: Different suppliers have varying cancellation policies, so ask about how these are managed by the TMC.
- Fees for Modifications: Request clarity on any additional fees the TMC may charge for changes or cancellations. Transparent pricing will prevent unexpected charges.
- Speed of Refund Processing: Timely refunds are essential for maintaining cash flow. The TMC should have an efficient refund process for cancellations
Â
A TMC that handles these processes smoothly will help prevent disruptions and support your travelers when plans change unexpectedly. At Inspired Corporate Travel, we prioritize flexibility and offer a hassle-free cancellation policy that is included within our $30 booking fee.
7. What Measures Do You Have in Place for Traveler Safety and Risk Management?
Travel safety and duty of care are top priorities, especially when employees travel internationally. Ask the TMC about their risk management protocols:
- Traveler Tracking: The ability to track travelers’ locations helps companies stay informed of their employees’ whereabouts, ensuring they’re accounted for in the case of emergencies.
- Risk Assessment Tools: Some TMCs offer tools that assess the risk level of specific destinations, helping your company make informed travel decisions.
- Emergency Communication Systems: Reliable TMCs provide systems for contacting travelers directly in the event of emergencies, such as natural disasters or political unrest.
- Global Security Partnerships: Many TMCs partner with international security firms, adding another layer of support for travelers facing high-risk situations.
These measures not only protect employees but also reinforce your company’s commitment to their safety, which can positively impact morale and compliance.
8. Can You Accommodate Our Existing Travel Policies?
A seamless integration of your company’s travel policies into the TMC’s processes is essential for smooth operations. Key considerations include:
- Policy Integration into Booking Process: Ask if the TMC’s process supports your travel policy’s rules, such as preferred suppliers, spending limits or advance booking requirements.
- Customization Options: Many companies have unique travel needs, so your TMC should allow for flexible customization of policies.
- Policy Compliance Reporting: The TMC should offer reporting tools that track compliance, making it easier to identify and address any deviations from the policy.
By ensuring a TMC can integrate and manage your travel policies effectively, you’re likely to see higher compliance rates and a smoother booking experience for your employees.
9. What Are Your Fees and Pricing Structure?
Transparent pricing is critical for accurate budgeting and avoiding surprises. Here’s what to clarify regarding TMC pricing:
- Detailed Fee Breakdown: Understand any transaction fees, management fees or other charges upfront. A reputable TMC will provide clear details.
- Additional Charges: Some TMCs may have extra charges for premium services like after-hours support or last-minute booking changes. Ask for clarification on these potential costs.
- Potential Hidden Fees: Some TMCs may charge for additional services that aren’t included in standard packages. Be sure to identify any such fees to avoid surprises.
Â
Clear, predictable pricing allows for better budget planning and helps you evaluate the TMC’s value about its costs.
10. Can You Provide References or Case Studies from Similar Companies You’ve Worked With?
A TMC’s past performance can be a reliable indicator of what they’ll deliver. When evaluating case studies and references:
- Success Stories in Your Industry: Ask for examples of how the TMC has successfully managed travel for companies similar to yours. This can help gauge their experience and potential value.
- Specific Metrics Improved: Look for case studies that detail quantifiable improvements, such as cost savings, compliance rates or response times.
- Client Testimonials: Positive feedback from current or past clients can offer insight into the TMC’s commitment to quality and customer satisfaction.
References and case studies provide concrete examples of the TMC’s capabilities and reliability.
Conclusion
Selecting the right travel management company is about much more than just handling bookings. With the right questions, you’ll gain a deeper understanding of a TMC’s capabilities, helping you to find a partner that aligns with your company’s goals and values.
At Inspired Corporate Travel, we welcome these questions and more. We’re committed to providing transparent, tailored solutions that drive value for our clients. Ready to take your corporate travel program to the next level? Contact us today for a consultation. Let’s explore how we can transform your business travel experience.
